Clinical Data Request Process: for Clinical and Quality Initiatives

The Clinical Data Request Process allows you to request clinical data sets for use in UCSF Clinical TPO and Quality Assurance/Quality Improvement initiatives. In addition, you can also request to share clinical data sets with external third parties to facilitate work collaborations and vendor engagements.

Please complete the steps outlined in the Clinical Data Request Form to kick-off your clinical data request. Once you have submitted the form, the ServiceNow system will automatically guide your request through the completion of the required steps outlined below:

To request assistance with completing this process, please contact the IT Service Desk at 415-514-4100 or submit a help request ticket.

For Internal UCSF Faculty, Staff, and Students

  1. Submit a Clinical Data Request
  2. Manager/Director Approval

    The ServiceNow system emails the Manager/Director that you specified in your Clinical Data Request Form to gather their approval or denial of your request for a clinical data set.

  3. Verify current attestation form

    The ServiceNow system checks whether you have a current Statement of Responsibility attestation form on file. An attestation form is considered current if it was signed by you during the past 2 years. If you do not have a current attestation form on file, the attestation form is emailed to you via DocuSign to read and sign.

For External Third Parties

  1. Submit a Clinical Data Request
  2. Manager/Director Approval

    The ServiceNow system emails the Manager/Director that you specified in your Clinical Data Request Form to gather their approval or denial of your request for a clinical data set.

  3. Establish/verify contract

    An agreement/contract must exist between UCSF and the external third party who is seeking access to UCSF clinical data sets. The contract/agreement must contain sufficient terms and conditions to cover the parameters of the data sharing request. The ServiceNow system emails the appropriate contracting unit to verify that a sufficient agreement/contract exists. Unless you are contacted by the contracting unit to assist with the establishment or review of the contract/agreement, no further action is required by you for this step.

  4. Security assessment of third party system

    This step is completed only if the external third party is taking possession of the data set on their third party system. The ServiceNow system sends the IT Security and Policy team what does it send? to perform a security assessment of the third party system to ensure that the third party system meets UCSF Minimum Security Standards. Unless you are contacted by the IT Security and Policy team to assist with the security assessment, no further action is required by you for this step.